Parts Professional in Tacoma, Washington at SWS Equipment

Position Summary

The Parts Professional serves as the primary customer-facing representative of the Parts Department and is responsible for identifying, sourcing, quoting, ordering, and selling parts for heavy-duty construction equipment, industrial machinery, and diesel-powered equipment.

This position manages the complete parks sales process, from customer inquiry through order fulfillment, while supporting service technicians, coordinating with suppliers, and ensuring accurate ERP transactions. The Parts Professional provides knowledgeable parts support, delivers exceptional customer service, supports departmental profitability, and helps customers minimize equipment downtime through timely and accurate parts solutions.

Essential Duties and Responsibilities

Customer Sales & Support

• Provide exceptional customer service to walk-in, telephone, and email customers
• Assist customers in identifying and purchasing the appropriate replacement parts
• Research parts requirements using manufacturer parts catalogs, electronics parts systems, schematics, technical manuals, and online resources
• Prepare accurate quotes and process over-the-counter parts sales accurately and efficiently
• Follow up on customer inquiries, quotes, backorders, and special-order requests
• Build and maintain strong customer relationships through responsive, knowledgeable service

Service Department Support

• Collaborate closely with Service Technicians and Service Advisors to identify and source parts for repair orders
• Research and procure parts required for shop and field service work
• Ensure technicians receive accurate and timely parts information to minimize equipment downtime
• Communicate part availability, lead times, backorders, and order status updates to service personnel
• Prioritize urgent machine-down situations and expedite parts procurement as needed.

Parts Sourcing & Procurement

• Research, identify, and source parts for heavy equipment, diesel engines, hydraulic systems, undercarriage components, attachments, and related equipment
• Utilize vendor resources, manufacturer systems, and supplier relationships to locate required parts
• Generate purchase orders and coordinate procurement activities
• Track supplier orders and ensure timely delivery of critical components.
• Work with vendors to resolve shortages, shipping discrepancies, warranty claims, and credit requests
• Support departmental profitability through effective sourcing, pricing awareness, and cost management practices.

ERP Systems & Transaction Management

• Accurately process sales orders, purchase orders, returns, transfers, and inventory adjustments
• Maintain complete and accurate records within the company ERP and Dealer Business Systems
• Generate customer invoices, credits, purchase orders, and supporting documentation
• Ensure all transactions are completed promptly and accurately
• Maintain documentation related to warranties, returns, special orders, and vendor communications

Inventory Coordination

• Monitor inventory availability to support customer demand and service operations
• Communicate inventory concerns, stocking opportunities, and obsolete inventory issues
• Participate in inventory counts and inventory improvement initiatives
• Support inventory accuracy by following established inventory processes and procedures

Shipping & Logistics Coordination

• Coordinate special-order deliveries and customer shipment requirements
• Track incoming parts orders and communicate delivery schedules to customers and service personnel
• Assist with freight claims and shipping discrepancies when required
• Ensure proper documentation for all inbound and outbound shipments

Safety & Professional Standards

• Follow all company safety policies and procedures
• Maintain a professional appearance and work environment
• Support 5S workplace organization standards throughout the department and customer-facing areas
• Participate in ongoing product and manufacturer training programs
• Promote a positive team culture focused on customer satisfaction and operational excellence

Minimum Qualifications

• High school diploma or equivalent required; technical training or related education preferred
• 3+ years of experience in parts sales, equipment parts, automotive parts, industrial parts, or a related field preferred
• Demonstrated ability to identify, source, quote, and sell parts for equipment, vehicles, machinery, or related applications
• Strong knowledge of parts catalogs, manufacturer systems, technical documentation, and electronic parts lookup systems
• Experience utilizing ERP systems and accurately processing sales orders, purchase orders, returns, and inventory transactions
• Ability to research parts using schematics, manuals, online resources, and supplier systems
• Strong customer service skills with the ability to communicate effectively with customers, technicians, vendors, and internal teams
• Ability to independently manage multiple priorities while maintaining accuracy and attention to detail
• Strong problem-solving skills and ability to identify solutions in time-sensitive situations
• Mechanical aptitude and familiarity with heavy equipment, diesel engines, hydraulics, or related systems preferred

Physical Demands and Work Environment

This role is in a combination of office, parts warehouse, and heavy equipment shop environments. This position regularly requires standing, walking, bending, reaching, and lifting parts weighing up to 25 pounds, with occasional lifting of up to 50 pounds with assistance or appropriate equipment. The role involves frequent computer use, reading technical manuals and schematics, and communicating with customers and team members. Employees may be exposed to noise, dust, grease, moving equipment, and varying temperatures, and must follow all safety policies and wear required personal protective equipment when working in operational areas.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship.

SWS Equipment is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.